2009 Annual General Meeting
Wednesday, September 16th, 2009 2009 Annual General Meeting, Featured News, News by j.macdonald
The Canadian Charolais Association held its 2009 Annual General Meeting on June 30, 2009 at Russell, Manitoba. The meeting opened with remarks from President Cam Sparrow. He thanked those in attendance for coming and showing their support, and he also thanked the organizing committee for all of their hard work and a job well done. The organizing committee this year was comprised of the Digby, Jackson and Hunter families.
As none of the CCA Fieldmen were in attendance at the meeting, their reports were circulated amongst those in attendance.
After the 2008 AGM Minutes were approved, the first call for nominations was held. The Nominating Chair, Campbell Forsyth, advised the members of the nominations put forth as follows:
Alberta – The ACA nominated Dory Gerrard
Saskatchewan – Orland Walker nominated John Wilgenbush
Ontario – Brent Saunders
There were no nominations from the floor.
2008 Canadian Charolais Association Reports
CCA President’s Report
Cam Sparrow presented his report as circulated and read. He thanked everyone in attendance for coming and noted on the efficiencies in the office and the newly formed Strategic Planning Committee.
General Manager’s Report
Neil Gillies reviewed his report making several highlights. He noted that in his 8 years as GM, the breed is in better shape now than in the past. Charolais bull sales posted their second highest bull sale season in 28 years which is very encouraging. He feels there will not be enough Charolais bulls around to meet the demand next spring. Neil commended the Board of Directors for their work and advised the current Board is the best he has ever worked with; Cam has done an excellent job as President and has been very hands on. Neil stated he feels he is surrounded by people who give him really good support.
Neil reported Whole Herd Enrolments have reached a plateau the last 8 years at approximately 20,000 head.
He informed the membership of the CCA finances and that they try to present a balanced budget. He reported 25% of the CCA income goes to wages and salaries. Neil noted Blanche Drinnan’s retirement after 21 years and that an agreement has been reached with Cynthia Beck from Saskatchewan to be the French Liaison. Cynthia will work from her home with access to the CCA computer system. Her duties, amongst other things, will include updating the website, re-writing the by-laws, breeders manual, membership packages and working with French enquiries. Neil reported Judy Lennstrom, now Judy Cummer, has been with the CCA since 1984 and is the rock behind the registry system. An update to the system will be launched in August. Rita, the book keeper/accountant, has been an excellent addition to the staff having things in order for the auditor. Lois and Donna are part time working data entry.
CCA Fieldmen
Neil reported that John Mielhausen & Andre Perruse are working well in the eastern provinces. Kevin Boon, who was working the western provinces, will no longer be in Saskatchewan and Manitoba as he has been appointed Vice Chair of the Alberta Beef Producers. The SCA and MCA have hired Gerry Bowes on a part time basis to fill his position. He will work 49 days between the 2 provinces; the provincial associations will instruct him of his duties. Alberta is working with Kevin to see if they can come up with an arrangement.
Registry Report
Judy Lennstrom reported on activities in the registry department, the switch made the end of January 2008 from ABRI to the new system and how wonderful it has been. She advised the office is as caught up as they have ever been. She has received a lot of positive feedback on the on-line system.
2008 Committee Reports
Consolidated Financial Statement
Jennifer MacDonald presented the 2008 Financial Statement. She commended Rita on an excellent job with the bookkeeping and thanked Neil for his patience. She highlighted revenue of $787,653.00. Jennifer reviewed expenses and noted the Travel Expense includes all travel from AGM travel to Director travel as well as international travel. The write off of the registry system was due to the ABRI program and is an accounting procedure. She noted the CCA has reclaimed $22,000.00 of bad debt totalling $60,000.00. Jennifer reported a loss of $117,983.00, but minus the write off of the ABRI system and the loss on investments, which are accounting procedures, the CCA would have actually had a profit of $6000.00 – $7000.00.
The bad debt situation was raised and the members were advised that the CCA’s lawyer sent out letters on approximately $34,000.00 of bad debt, most of it Whole Herd related. Due to the Statute of Limitations and the cost of legal fees, the majority of bad dept may have to be written off. Any debt over 120 days receives a letter from the CCA lawyer.
Questions were raised as to what percentage of debt is held by current members? If a member owes money, then the office does not do anymore business with that member until their account is paid in full.
A suggestion was made that all business with the Association be done by credit card. Judy advised that some members don’t have credit cards, some don’t like credit cards and some credit cards don’t work. Neil suggested it be up to the Board to state whether a member needs to have a credit card on file or not.
Jennifer then reported ending May 31, 2009 Year to Date (YTD) Revenue was $446,884.87, YTD Expenses were $321,195.35 with a YTD Profit of $108,329.96. This is on budget.
Neil Gillies advised the membership that the Long Term Portfolio is currently $574,061.00. $22,500.00 was taken out of the Long Term Portfolio for the registration system upgrade. This account is with the ATB.
Breed Improvement Report
Firstly, Cam Sparrow stated this is a tough committee and commended Chair, Clint Robertson and the entire committee for their work. Clint read his report highlighting the new Canadian EPD’s. There was discussion from the floor regarding deadlines and timing of information getting in due to sale catalogues being done, etc. It was asked if the carcass data being obtained on bulls will be used and an EPD developed on those traits. Clint advised we should be getting it this year and all scan data has been sent to Denny Crews who does the work. Neil Gillies advised the summer run has been sent to the University of Colorado and the numbers should be published by August 1, 2009.
Public Relations Report
Cam Sparrow advised he will be giving up his position as Chair of this committee. The PR Committee is one of the main reasons he came on the Board and is very proud of his committee. The committee is all about finding new ideas. He reviewed his report as circulated and reported on the Silver Brochure and how well it turned out.
Market Development Report
Brent Saunders reviewed his report noting his committee was not very active this past year. He advised funds from the NABC show, which is no longer held, have been shifted over to the Agribition commercial show. He also advised support of show books has been changed to only the National Show.
Education, Youth and Export Report
Ian Harvie presented his report noting the “Into the Ring” show book is still in very high demand. It was a quiet year for his committee. The Export Brochure has run into some delays but will be held as a high priority now.
CCYA Report
Katrina Coughlin, CCYA Youth Coordinator, presented the CCYA report as prepared by CCYA President Marshall MacDonald. Katrina thanked the CCA staff for their help and cooperation throughout the year. She thanked T Bar C for their support through their golf tournament and providing funds to the CCYA. Katrina reported on the Genetics Program and the newly formed Purchase Incentive Program: a Junior member who purchases an animal can present proof of purchase to the CCYA and use semen from the CCYA semen inventory.
Neil Gillies introduced the meeting’s guest speaker, Mr. Duncan Porteous – Project Manager of the Purebred Risk Assessment Project, Canadian Beef Breeds Council. Their goal is to expand domestic and global markets for purebred beef cattle genetics and related technologies.
President’s Luncheon and Awards Presentations
Awards were presented to Dam’s of Distinction and Excellence, 25 and 40 year membership awards, retiring directors and Honour Roll recipients.
Neil Gillies gave the Power Point presentation which he and Garner Deobald presented at the World Technical Conference in Rockhampton, Australia.
No nominations came from the floor throughout the day, thus Campbell moved nominations cease and declared Dory Gerrard, John Wilgenbush and Brent Saunders as CCA Directors.
Bylaw Amendments
Article XXIII
Fee Schedule- (All Fees subject to GST #106844301RT)
The fees of the Association shall be as follows:
1. Memberships
Memberships are due each January 1st
Active Annual – $80.00 + GST
(the Banner subscription of $30.00 is included in this cost)
Provincial Levy –
As set by the individual provinces. BC – $30.00
AB – $30.00
SK – $30.00
MB – $20.00
ON – $30.00
QC – $25.00
Maritimes – $30.00
The administration is authorized to collect a $2.00 fee for this service.
Junior – $15.00 + GST (Maximum age 21 years on January 1st) $5.00 administration fee and $10.00 returned to CCYA – does not include Charolais Banner
2. Charolais Banner
The Active Annual membership fee shall include an annual subscription fee for the Charolais Banner, provided however, that an Active Annual member can have the annual membership fee reduced to $50.00 plus GST in the event that the General Manager in his discretion is satisfied that the Active Annual member resides in a household in which another resident has paid the full Active Annual membership fee and as a result is receiving the Charolais Banner. Any Active Annual member who is charged the reduced fee of $50.00 plus GST will not receive an annual subscription for the Charolais Banner.
3. Registrations and Recordation’s
Animals born prior to 1998 $50.00 + GST
Canadian Certificates for Registered imports $100.00 + GST
Discussion from the floor. Concern was expressed for the cost of registering imported females. Someone may purchase a herd of females from the states and this could be quite costly. Cam advised that this was being done due to bulls being imported and the amount of time it takes the office to deal with these registrations. He advised a clause should be added to the bylaw for next year to set a specific price for females.
4. Transfers for animals born prior to 1998
Members Non Members
Under 90 days from date of sale $13.00 + GST $26.00 + GST
Over 90 days $26.00 + GST $52.00 + GST
In-family (only son/daughter to
Father/mother or vice versa – and
Husband/wife to joint names or
Family corporations $5.00 + GST
5. Whole Herd Enrollment (WHE)
The Whole Herd Enrollment fee is $25.00 annually per female enrolled.
WHE will apply to all females who calve after January 1, 1998 as identified by the breeders’ annual inventory listings. In regards to bred heifers the annual assessment fee will only apply in the first year they give birth to a Charolais calf; provided they do not exceed three (3) years of age. This is a single fee system wherein each female is assessed an annual assessment fee of $25.00 plus GST.
The total WHE payment is the responsibility of the breeder who initially enrols the female in that calendar year.
|
Spring Calvers |
Fall Calvers |
Explanation |
|
November 15 |
November 15 |
The association sends each member a preliminary inventory based on the active female inventory. |
|
January1 |
August 1 |
Members must return the inventory to CCA with changes and corrections. |
|
January 15 |
August 15 |
Invoice for full assessment fee is issued by CCA |
The fee assessed will cover:
· one registration per female
· two transfers per female (the transfer for the cow is useable in the enrollment year and the transfer will follow the bull calf until used or with the heifer calf until she is enrolled on WHE)
· CHARM reports, genetic evaluation, sire summary and most activities carried out on your behalf by the Association.
Discussion from the floor. Lyle Bignell addressed the membership and advised the change is being done to address an unfair situation for members who do not start calving until later in the spring. The way the deadlines are set out in the new by-law will make it equal for every member. The change in the billing date for WHE is to address bad debt. We need to get away from a credit system; this has got us into trouble. It was emphasized that the CCA is not a credit institution. Carmen Jackson noted the change is good for Provincial Associations as they will get their money earlier and they can do their budgeting and planning for the coming year.
Motion goes to the floor for a vote. 48 Yea, 2 Nay. MOTION CARRIED.
6. Late Fees
There will be a late enrollment fee of $25.00 + GST applicable to females enrolled after the submission deadline.
The late enrollment fee will also be applicable to females that wish to re-enter enrollment for prior year(s).
7. Maximum Penalty
The maximum penalty that will be assessed for late or missed years will be $50.00 + GST.
8. Miscellaneous:
Correction $10.00 + GST
Reissue certificates subsequent transfers $10.00 + GST
Replacement $10.00 + GST
Register Herd Name $10.00 + GST
Lease $10.00 + GST
Cancelled lease $10.00 + GST
Extended Pedigree $10.00 + GST
Purebred Herd book to
Full French Herd book $250.00 + GST
Registration Correction (Purebred to Full French) $10.00 + GST
ARTICLE XVIII
Bylaw 1.
(l). Animals resulting from artificial insemination service to a bull born after December 31st 1994 are eligible for registration or recordation only if said sire has been tested for the chromosomal abnormality RT 1/29. All animals tested after January 1st 2010 will be required to provide a copy of the test results to the CCA office, which will be kept on file and made available to CCA members upon request.
Discussion from the floor. Cam advised the lab will send test results to both the owner and the CCA office. The by-law will affect any A.I. bull as well as A.I. bulls for in-herd use only.
New Business
Open discussion held about the AGM and how to get more people to attend. Suggestions were made to hold it on a weekend to accommodate more people or to have it in conjunction with the CCYA Conference. Several agreed this was a good idea but that it also raises difficulties with the adults needed to help at CCYA events. It was suggested the AGM could be held on the Sunday immediately following the CCYA show. John Wilgenbush advised that more people from eastern provinces would attend if there were a sale in conjunction with the meeting.
Neil Gillies advised if one of the provinces won’t volunteer to host the AGM, the CCA will have to host and it will be a one day event. He then expressed concern that there may not be enough people attend for quorum. Helge By made special note that the CCA will be in its 50th year of operations next year and some thought needs to be given and perhaps something special be done to commemorate it. It was left to see if any of the provinces will volunteer to host the AGM in 2010.
Discussion from the floor was opened and there was a question about DNA going through ‘Igenity’ as they are similar in price and you get more information back. Neil advised this change would have to come through the Breed Improvement Committee.
Wayne Hislop suggested some sort of communication needs to be given to the membership with regards to the Legacy Program and CBBC funds being used for international travel. It would be good for the membership to know where the Directors go and what they do on their travels internationally.
Meeting adjourned.
